Manual Calculation transaction is used to adjust superannuation for an employee.
It is advisable to set up a new Superannuation Fund for an employee at the beginning of a month. Follow the steps below to transfer an employee's super contributions when they have changed funds during the current period.
We advise processing this adjustment in a separate pay run as both superannuation funds need to be active on the employee record at the same time. An independent pay run will avoid doubling up any super contributions while both funds are temporarily active.
Activating both the employee's Super Funds:
Go to Payroll, Maintenance, General, Pay Frequencies. Edit the Pay Frequency.
Change the current Period End Date. The current Period End Date won't have Processed ticked. You can either type or use the calendar to select a new date. It can be a past date and should not be previously used. Ensure the Month field is correct. This cannot be changed once End of Pay is complete.
Run the Transaction Report by going to Payroll, Reports, Transactions, Transaction Report to ensure there are no other unprocessed transactions for the Period End Date.
Go to Payroll, Maintenance, Employees, Employees, edit the Employee and select Superannuation Details. The old and the new Superannuation Fund should be in the Funds box at the top and neither should have a Date Termination. If there is a, edit the record and untick Date Terminated. In Superannuation Contributions, ensure both Funds are linked to an Employer Contribution, have 100% Allocation and Primary Contribution ticked.
You will receive a warning. Click OK to continue.
Processing a Manual Calculation for Superannuation:
Go to Payroll, Transactions, Processing, Manual Calculation.
Select the Employee.
Select Subtract to reverse the super from the old fund.
Do not select anything from the Pay Calculation dropdown menu - you want to be in full control of the values.
From the Pay Summary window in the bottom left, select Employer Contribution. Both the employee's active Funds will display.
Select the old Fund and enter the amount of Super to reverse in This Advice (do not use a negative sign). It is not necessary to insert Super Earnings in this instance. Click OK when the message displays.
Leave Date processed blank to affect the amount in the Contributions Due column of the Super Processing Report.
Select Process.
Ensure the same Employee is selected, then choose Add to add super to the new Fund. Untick Generate Payment.
Select Superannuation from the Pay Calculation to include the Super Earnings for the new fund for the SGL Quarterly Cap.
From the Pay Summary window in the bottom left, select the Employer Contribution.
Select the new Fund and enter the amount of Super to transfer in This Advice. You can insert Super Earnings if you want to include them in the SGL Quarterly Cap.
Leave Date processed blank to affect the amount in the Contributions Due column of the Super Processing Report.
Select Process.
Run the Transaction Report (Payroll, Reports, Transactions) to check that the values are correct.
Take a backup of the database.
Generate the EFT (Payroll, Transactions, Import and Export), it will say no records to print.
Run pay advices by going to Payroll, Reports, Transactions, Pay Advices for the Period End Date.
Report the pay via STP Reporting (Payroll, Transactions, Import and Export). As the adjustment is moving super from one fund to another, the values shouldn't change.
Run the End of Pay by going to Payroll, Transactions, End of Period. Untick Update Leave and change the End of Next Period to the correct date.
Go to Payroll, Transaction, End of Period, Super Processing, run the Super Processing Report to ensure that the Super values have moved from the old fund to the new fund. Do not tick Pay to Fund at this point if you are not ready to submit your Super.
Return to the employee's record and select Superannuation Details. Edit the Old Fund and enter a Date Terminated. Edit the Employer Contribution attached to the old fund and delete or enter 0 for Allocation. Untick Primary Contribution.
Click OK to save. The employee now only has the new fund as active.